Meeting Minutes

Special Board Meeting Minutes – July 10, 2013

Garden City Fire District

Special Board Meeting

July 10, 2013

 Board Members in Attendance:  Travis Hobbs, Randall Knight, Terry Allen, Benjamin Negus (by phone), Christina Gracie (by phone)

Board Members not in Attendance:  None

Others in Attendance:  Dan Kurek, Tiffany Wahlberg, Kathy Anderson, Chris Coray, ….., Curtis Moldenhauer, Bob Stevens, Joe Sharkey

Dan has been working with the city, state fire marshal, and deputy county attorney.  The county attorney suggested putting this into ordinance form so that there is more bite to it.  The city stated they would not be able to do that until August, so these ordinances will help until that can be done.  Dan has also sent a draft copy of this to the county commissioners, so they may decide to do the same, but they have not done that yet.

A copy of each resolution is attached to these minutes.

Resolution #R13-04, Resolution allowing fireworks to be used safely in Garden City:  Chris Coray asked if the resolution refers to lineal feet or how that was measured.  Travis asked if this could be written to just be below the canal.  Dan stated that legal fireworks can go 150 ft, therefore no fireworks should go above the canal.  Travis would rather keep it easy and keep it at the canal.  Terry stated that he agreed with the 200 feet because there are areas such as Harbor Village where there are homes right on the canal.  The board would like to change it to 200 feet east of the canal.  Joe asked how those who do not live here full time will find out about these restrictions and how will they know what the canal refers to.  Terry stated that the campgrounds and short-term rental companies need to update the visitor on the regulations.  Dan stated that they can also add restrictions for extreme fire conditions.  The county made signs last year that can be modified as needed.  Travis stated his other concern is that he is concerned why there would need to be restrictions on New Years.  He would like to see it modified to allow them in the winter.  Dan stated that it was modeled after other town restrictions.  Terry agreed that it would make things more complicated to add dates to it.

Motion to accept the resolution with the correction for the 200 feet east, 2nd by Ben, Vote was unanimous.

Resolution #R13-05, Resolution allowing a place to safely light fireworks in Garden City in Extreme Fire Conditions:  Travis stated that he would still like to see a change to allow fireworks during winter months.  Dan will bring that up to the city at their meeting.  Travis stated that he was concerned about the need for fire apparatus to be present for fireworks to be allowed.  He feels that is too restrictive.  Dan stated that the city will set up a time that it would be allowed and would work with the fire district to set up that time.  The state fire marshal stated that there has to be a place and time where they are allowed.

Motion to accept the resolution as written by Randall, 2nd by Travis, vote was unanimous.

 Resolution #R13-06, Resolution establishing a safe place to have recreational fires in Garden City:  Travis asked if this would affect the propane fires.  Chris Coray asked whether the definition of recreational fire would be obvious to the casual reader.  Dan stated that fire pits already have to be approved.

Motion to accept the resolution by Travis, 2nd by Randall, vote was unanimous.

Motion to adjourn by Randall, 2nd by Travis, vote was unanimous.

Board Meeting Minutes – June 20, 2013

Garden City Fire District

Board Meeting

June 20, 2013

Board Members in Attendance:  Ben Negus, Christina Gracey, Randall Knight

Others in Attendance:  ….., Anita Weston, Kathy Anderson, Andy Stokes, Tom Wahlberg, ….Riley Argyle, Bruce Willden

Approval of Past Minutes:  Randall asked that a change be made to clarify that he asked for the recurring expenses in order to ensure that the district will stay within budget.

Items for Follow-Up:

Fire Boat:  Dan has been working on redoing the deck.  Delmas Equipment has been working on it.  Christina asked why it has taken this long to finish and it was not done in April.  Dan stated that he hasn’t had time to get to it.  He stated that the engine has broken down twice in that time and there have been other issues.

Tender 40:  The tender has been adjusted to the right height for the trailer.  Ben asked if it seemed

I.C. 40:  Dan stated that he has not yet taken it in, that he made the engine the priority.

Brush 40 pump:  Part is in now and Dan will get it fixed.

 DMV reports & Fire Fighter Drug testing (Action Item):  Dan stated that this was something that was discussed in Captain’s meeting.  The firefighters are driving big heavy equipment and could do a lot of damage.  The district would like to pull DMV reports and do random drug testing for each of the fire fighters.  Ben asked what the cost was.  Dan stated the DMV report was $6 and the Sheriff stated he has extras he would be willing to give the department.   Ben asked if it would be random or how it would be handled.  Dan would like to test across the board to begin and then random after that.  Ben asked the firefighters in the audience what their feelings are.  Tom stated that as the training officer, he could be held liable as could the chief.  He would like to be safe by testing and looking at DMV actions.  Andy stated he was okay with it.  Riley stated he didn’t think the district had an issue, but he would be okay with testing to verify.  Everyone agreed that there was probably not an issue, but agreed it is probably a good idea.  Ben stated he leans towards it, but would like to look into it a little more.  The board agreed to table this until next month.

 Approval of retirement rates (Action Item):  Motion by Ben to approve and accept the state rate of 18.1%, 2nd by Randall.  Vote was unanimous.

 Electronic Meetings (Tiffany):  The board needs to be sure to follow the resolution that was put in place to allow the use of electronic meetings.  Dan read the resolution and a copy is attached.  The board needs to make sure that a quorum exists prior to the electronic meeting as the resolution.  Dan stated that he asked LeGrand Bitner and he stated that the board could do it either way.  Ben stated that he felt it should be written to allow the quorum to be met.  Randall stated he felt that there should be a quorum in the building.  Christina agreed with Ben.  The board decided to table this until next meeting.

 Procedures (Tiffany):  (delayed to end of meeting after closed session)-Tiffany went over the agreed upon procedures and what steps will be taken in next year’s audit.  The audit will be more about following procedures and less about dollars.  There are a few procedures that the board needs to make sure are being followed that Tiffany has questions about.  The board set limits as to what dollar amounts need to be approved prior to purchase and what needs to go up for bid.  Tiffany asked Dan to note on the invoices when the purchase had been approved.  The board agreed that would be a good idea and Dan agreed to do so.  The board members need to attend training annually.  There are a few board members who did not go to the training this year.  They all agreed to do the online training.  There is also a training required for the GRAMA board member, who would be Ben.  Ben stated he would go online and do the training.

 Compensation for Minutes (Action Item):  The board had decided to pay Kathy $15/hour for 2.5 hours.  Ben made the motion to pay Kathy that amount, 2nd by Christina, vote was unanimous.

 Short-Term Rental Inspection Fee & MOU (Action Item):  Dan sent the MOU to everyone and reviewed it with the county attorney.  The attorney’s only recommendation was to make the document a living document so that it could be amended as needed.  This could be done as an additional paragraph or a cover letter.  Randall stated the policies and procedures do allow for a $50 fee for additional inspections.  Tiffany stated that the policies do allow it, but the board will need to do a resolution to adopt the fee schedule.  Motion to accept the MOU as written, with the change the attorney recommended by Christina.  2nd by Ben.  Vote was unanimous.

 Wildland Equipment (action item):  Dan stated that when the district uses grants to purchase wildland equipment it seems like individuals hold on to that equipment and don’t bring it back.  He is okay with not bringing back the boots, but he wants clarification that the equipment the district purchases is the property of the district and needs to be returned.  Some firefighters have chosen to purchase their own equipment, which is great.  However, if the district uses a grant and then gives it to someone, that is inappropriate.  Ben stated that he feels if the district purchases the equipment, then it should remain with the district.  Dan stated that one of the previous firefighters had $700 of equipment that needed to be returned.  That firefighter had been told members of the board that that equipment had been charged to him and deducted from his paycheck.  Tiffany stated that the rate he was paid was determined by backing out payroll taxes, insurance, and use of the districts vehicle/equipment.  The board felt that Dan needed to call the individuals and ask for it to be returned or inform them they would be invoiced for it.  They did not feel a motion was necessary.

 Wildland Grant (follow up):  Dan stated that although they have not officially been notified, the state did tell Dan that the district has been awarded $14,000.  The grant will pay for PPE (structure gear).  Christina asked if the ladder truck grant had ever been finalized.  Dan stated that it was turned in last June and the district has not heard back.  He stated that usually the district would hear back in January or February, but no departments have heard yet.

 Vehicle/Equipment/Station Service Requests:  High pressure relief valve on CAFS-Dan is working on this. Engine 40 tire chains are hanging and will hit rocks, etc.-Dan state he is looking into it to see if he can move it up.  Ladder 40-Slow to start and needs to be started daily.  Dan stated that the state guy gave him a procedure to follow to start it.  Dan said he has been informing the firefighters of that procedure and when it is followed, it has been working.  Engine 40-Transmission slips out of gear.  Dan took it to Transport Diesel and they worked on it.  It worked fine all the way back, but then started doing it again during the national guard training.  Dan has worked on it again and there was a connector on top of the transmission that was loose.  It seems to be working now.

Purchase Requisitions:  None

Equipment Status:  There has been an issue with a vehicle not starting due to a radio being left on.  Ben asked if there could be a sticker reminding the firefighters to turn everything off.  Riley suggested putting a disconnect on it.  Dan stated it is pretty complicated.  This has been a recurring issue.  Riley volunteered to assist Dan with wiring a switch that would not allow the radio to come on until the key is turned on.

 Responses;  10 short-term rentals, 19 fire pit inspections, 6 business inspections, 6 medical assists, fire alarm at school, CO call.  Ben asked if this is the same location that the district has been to before.  Dan stated that it was, but that the reading was in a different location.  Tom stated that the ambulance did check the residents.  They were borderline, but after discussion with the doctor, they were not transported.  The city revoked the short-term license until it is resolved.   Ben asked what the procedure is on these calls, if they ask residents to fix it.  Dan stated that typically by the time the district gets there the windows and doors are all it has been aired out.  He tells them that if it happens again, get out and leave everything closed so that they can see the reading.  Ben stated that he is concerned with why the problem wasn’t fixed the first time.  Riley suggested that on short-term rentals, he feels the district should inform the city that there has been an issue and they should ensure it is fixed.  Andy stated the city is revising the short-term rental policies to allow the permit to be revoked until any issues have been resolved.

 New or Miscellaneous Business:  Dan stated he spoke with the county commissioners and they are going to hold a meeting with all fire chiefs and the states to come up with a plan for the summer.  Some parts of the state have begun restrictions.

Rewrite of 4-03(2) in policies and procedures in regards to holiday hours. (Action Item):  (delayed to end of meeting):  Policy states that overtime is based on actual hours worked and holiday hours.  Based on the state requirements, this is based on hours worked only.  We have discussed this in the past, but the board was not sure it got voted on.  Motion by Ben, 2nd by Christina, vote was unanimous.

Tiffany stated that Randall had asked her on a few occasions why Dan could not be treated as exempt.  This issue has been discussed at several meetings.  The board had looked at the rules regarding exemption from the overtime standards and had decided that in order for Dan to be considered exempt his primary duty would have had to be management, which Dan has always stated that it was not.  His primary duty is firefighting.  The board felt that Dan’s primary duty varied between firefighting and management and did not feel that they could treat him as exempt.

Dan had worked more than 32 hours on most of the weeks that included holidays, and he felt that by not getting comp time for the hours over 32, he was losing his holidays.  The board had discussed this on several occasions and explained to Dan that he did not get comp time for holiday, vacation, or sick hours.  Comp time is based on hours actually worked during the week.  Dan had told Tiffany that a lady from the state told him that he had to be compensated for those hours and that he should be able to take those hours off on another week if he had worked too many during the holiday.  On Dan’s timecards, he took the holiday hours from Memorial Day on the next week, rather than taking them on Memorial Day.  Tiffany stated that she was pretty sure that the board had been right about the comp time calculation, but since it was becoming an issue again, she had called the Department of Labor for clarification.  Tiffany stated that she was told that comp time is based on hours actually worked, not on holiday, sick or vacation.  She was also told that since the fire district has repeatedly had issues, perhaps they should look into treating Dan as an exempt employee.  Tiffany explained the discussions that had taken place previously, and how the board did not feel they could say that Dan’s primary duty was management.  The Department of Labor stated that there was another exemption to the overtime rules.  If a fire district or police department employees less than 5 employees, all of those employees are exempt from the overtime rules.  Tiffany explained that the fire district had 20 paid on call firefighters.  The DOL asked what the pay structure was and whether the firefighters were required to be at all fires and meetings.  She asked several other questions about the paid on call firefighters.  The DOL then told Tiffany that the paid on call firefighters were considered volunteers and not employees for overtime standards, therefore the district has only 1 full time employee and he is exempt from the overtime rules.  She recommended that the district treat Dan as exempt in order to avoid the issues with his hours and the complaints from both Dan and Randall.

 Firefighter Employment (Christina):  (delayed to end of meeting ):  Motion to go to closed session by Ben, 2nd by Christina, vote was unanimous.  Christina and Ben asked Tiffany to stay to answer some questions.  Tiffany asked that she only stay as long as she is relevant, then be allowed to leave.  The board agreed.

 The motion was made to return to the open meeting by Christina, 2nd by Randall, vote was unanimous.

Randall made the motion to make Dan an exempt employee and have him work 40 hours per week.  Ben 2nd, vote was unanimous.  Ben asked that it be clarified that Dan work a minimum of 40 hours per week, but that if there is a call after the 40 hours, then they still expect Dan to work.  He still has a job to do and that job still needed to be done.  The 40 hours was a minimum.  Ben stated that he thinks that was the originally agreement when Dan was hired.  Dan said yes, it was.

Review and Approval of Current Expense Invoices

 Motion to close the meeting by Randall, 2nd by Christina, vote was unanimous.

Board Meeting Minutes – May 16, 2013

 

MINUTES OF THE

MEETING OF THE

FIRE BOARD OF

GARDEN CITY, UTAH

 The Garden City Fire Board held their regularly scheduled meeting on May 16, 2013 at the Garden City Fire Station, located at 145 W. Logan Road.  Board Chairman Allen opened the meeting at 6:00 p.m.

Board Members Present:

Terry Allen, Chairman

Randall Knight

Ben Negus, via speaker phone

Others Present:

Dan Kurek, Fire Chief

Kathy Hislop

Chris Corry

Anita Weston

Nadeen Sprouse

Leon Hunsaker

Roll call

Board Chairman Allen asked for a roll call of Board Members Present, Board Member Knight, Board Member Negus, via speaker phone, and Board Chairman Allen.

Approval of minutes

The Board Members reviewed the prepared minutes of April 18, 2013 and discussed changes that will be made to the minutes before they are finalized and signed.

The Board Members discussed what was agreed to in the meeting they held in regards to the short term rental inspections.  The city will collect the $30 fee for the first and second inspections, but if there is a fee for the 3rd and 4th we will need a resolution to collect that fee.  We don’t need a resolution for the city to collect the fee for the 1st and 2nd fee, but we will need a resolution to collect a fee for the 3rd or 4th short term rental inspection and also for the commercial inspections.  It can all be included in 1 resolution for both.

Board Member Knight made the motion to accept the minutes as corrected.  Board Member Negus seconded the motion.  All in favor and the motion carried.

Items For Follow-Up

Chief Kurek received 2 bids for the repair of the IC truck; the Wolford bid is $1,515 and the Miller bid is $2,026. Board Chairman Allen asked for a bid from the local repair shop and was told that they felt it was a conflict of interest so he was not going to bid for the project.  The Board agreed to pay for the repair and not turn it over to the insurance company.

Board Member Negus made the motion to use Wolfords bid to fix the IC truck and also pay for it without going through the insurance.  Board Member Knight seconded the motion.  All in favor and the motion carried.

Hazmat Class Update

Chief Kurek said that they are on their last night of hazmat training tonight.  After tonight they will be ready to take the test.  It has been good to work together with the other departments in the county.  There are 14 Fire Fighters that will be testing on Saturday.

Short Term Rental Inspection Fee

Chief Kurek said that we need to write up a resolution to charge the fee for the 3rd and 4th STR inspection plus the commercial inspection.  The city will collect the fee for the first 2 inspections.  We just need a vote to have the city collect the fee.  We will also need to draft an MOU stating that they are requesting the city to collect that fee for us.

Board Member Knight made the motion for us to provide the paperwork to the city so they can start collecting the fee and charging that and return it to the Fire District as has been agreed to in the meetings.  Board Member Negus seconded the motion.  Board Member Allen said that this should start as of June 13th, which is after the cities next meeting.  All in favor and the motion carried.

Tender 40 Tanker Modification,

Board Chairman Allen explained that we need to modify the tank for the truck to fit the 5th wheeler on the truck.  It needs to come up 7.5 inches.  Chief Kurek said that he talked to Rocky Mountain Truck Parts and they recommend we change the truck instead of the trailer.  They will bring the whole plate down and change the king pin.  We have 3 bids, Rocky Mountain Truck Parts $1,387.50, we will have to take the truck to them and leave it for 3 days then pick it up, Gomez welding $1,613.24, and Berny Wilkes, $2,130.61.  Berny Wilkes was the highest bid so they took that bid out.  The Board Members agreed to go with the lowest bid, which is Rocky Mountain Truck.

Board Member Negus made the motion to go with Rocky Mountain Truck to modify the tender trailer to fit our truck.  Board Member Knight seconded the motion.  All in favor and the motion carried.

Board Member Knight said that he goes to a meeting in Ogden on Tuesday and he can help take the truck down.

Brush 40 Pump Replacement

Chief Kurek said that the motor is in, but the company that we were going to get the pump from has gone out of business.  He can get a better pump but it will be about $400 – $500 more.   We will get the pump in about 2 weeks.  Originally we thought it would be $4,800 but then it came in at $4,200 so we will still come in under the original projected price.

Vehicle Equipment Station Service Request.

There is only 1 service request and it is for a garage door remote.  Chief Kurek took the remote apart and fixed it and so now it is working again.

Purchase Requisition’s

Chief Kurek has only 1 purchase request for wildlife boots for Parry Wakefield.  Chief Kurek is waiting for the wildlife grant for this purchase, which should be awarded on June 4th if we get it.

Equipment Status

Chief Kurek said that all the lights are in on rescue 40.  He has been waiting for the radio box for about 4 weeks, and once they get it he will mount it permanent.  Right now it is mounted, but only temporary.

We are still waiting on the light bar for tender 40, and we will also get the trailer modified.  Brush 42 is running.  He is working on the fire boat and waiting for parts.  He wants to get it in the water the first week of June.  The boat will be kept on the southeast dock at the marina.

Responses

Chief Kurek said that they have issued 8 new fire pit permits, 16 fire permits for burning brush, 2 fire alarms and 5 medical assists.

New or Misc Business

Chief Kurek said that there is a new training coming up, 31st of May and 1st of June.  It is a wild land training and it is completely full.  We have 6 people from our district in that class.

On June 6-12 the National Guard will be here with 5 blackhawk helicopters.  They are doing a SERE training and will integrate the Fire District in the training as much as they can.  They will be training with all Rich County Fire Departments, Search & Rescue, the Sheriff Department and EMS.  A big portion of the training will be south of Round Valley, but they will be doing multiple scenarios throughout the county.

Review and Approval of Current Expenses Invoices

Board Member Negus left the meeting.

The Board Members reviewed the invoices and the prepared checks. They initialed the vouchers and signed the checks for payment.

Board Member Knight asked if Chief Kurek could figure out an average recurring monthly amount to ensure that the District stays within budget.

Board Member Knight made the motion to adjourn the meeting at 6:55 p.m.  Board Chairman Allen seconded the motion.  All in favor and the motion carried.

Board Meeting Minutes – April 18, 2013

Garden City Fire District

Board Meeting

April 18, 2013

Board Members in Attendance:  Terry Allen, Randall Knight, Travis Hobbs (electronic)

Others in Attendance:  Anita Weston, Tom Wahlberg, Bruce Willden, Tyler Lloyd, Nick Jarman, Jackson Ballingham, and Cameron Calder.

Approval of Past Minutes: Motion to approve minutes for March meeting and April Workshop with minor changes suggested by Randall, 2nd by Travis, Vote was unanimous.

 Items for Follow-Up:

Comp Time:  There was a workshop on Monday to discuss this.  The policies and procedures already allow for

Website:  Dan let Chuck and Joey know that they will be doing it.  It will be a little while before he gets to it.

Employee Contract-was this signed?  Where is the signed copy? :  Has not been signed.  Terry and Dan signed it at the meeting.  A copy will be with the minutes and in Dan’s folder.

Firefighter I / Hazmat Class (Update):  Fire I and Hazmat Awareness classes have been completed and tested.  Of the 14 that tested, 4 did not pass and will need to retest.  Hazmat Ops will begin next week.

Short Term Rentals Inspection Form (Action Item):  Terry, Travis, and Dan met with the city and came up with a form for these inspections.  Joe Chambers read over the agreement and was good with it, however he would recommend that the city put in place an ordinance requiring re-inspection every year or two years.  Randall Knight had some suggestions.  Terry stated that the items he suggested would be the city’s responsibility, but he would pass it on to them.  Randall would like for the rental units to provide a flashlight and an escape plan.  Terry will pass these items on to the city.  The other recommended changes will be made.  Motion to approve short-term rental inspection form with the minor changes by Travis, 2nd by Randall, vote was unanimous.  Terry mentioned that the board will need to come up with a fee amount.  The city will collect this fee and pass it on to the district.  Since the city will be collecting the fee, the district does not need to have a resolution.  The board will vote on this at next month’s meeting, since many of the board members are absent.

 2012 UFRA Grant Balance Training Equipment (Action Item):  After receiving the grant and funds from sale of the truck and paying all the bills, there will be around $1,000 left.  Dan would like to purchase a training dummy with the remaining funds.  The district would need to put in about $300.  Motion to purchase a training dummy with the remaining funds and for the district to provide the additional $300 by Randall, 2nd by Travis, vote was unanimous.

2013 UFRA Grant( Update):  Dan applied for 4 pairs of turnouts for the new firefighters.  Everyone else on the department has been given the new turnouts.  He also put in for wildland gear for the remaining funds.  The total grant would be $14,900.

 Brush 40 pump replacement ( Update):  Dan got some bids for the pump.  The bids came in at $4800, $5900, and $4200.  This was voted on in a prior meeting.  Larsen Pump was the $4200 bid, so Dan had him order it.

Vehicle/Equipment/Station Service Requests:  Siren on Ladder 40-Dan reconnected the wires and it is now working.  Pass devices came in, so Dan replaced the one that wasn’t working.

Purchase Requisitions:  None this month.

Equipment Status:  Brush 44 has a blown hose on the one reel.  Dan picked some up today.  Everything else is up and running.  Terry asked for an update on the boat.  Dan will be bringing it back to the station next week and then they will be redoing the decking and adding boxes.

Responses:  3 fire alarms, 3 business inspections, 6 burn permits, 4 medical assists.  Dan has a list of short-term rental inspections to do now that the form is completed.

 New or Miscellaneous Business: 

 Utah Local Governments Trust has a training meeting in Logan.

Dan had Miller’s Autobody and Wolford’s look at some dents.  Wolford’s quoted $1500 and Miller’s quoted $2000.  Terry asked Dan to get a quote from Steve Hislop.  Dan will have that for next meeting.

Randall mentioned that one of the board members on the swan creek HOA board is a fire chief.  He said that they follow a guideline that they can carry a maximum of 480 comp time hours.  The problem is that if it builds up then the district would need to have the cash available.  Terry stated that he feels like the way we are handling things will keep it that way.

There is quite a bit extra in savings.  There is a limit to carrying over funds to future years without allocating it to Capital Projects.  Dan would like to get asphalt bid out so that the funds will stay below that amount.  The board would like to wait until the year is further along before making that decision.  Terry said if Dan wants to get bids that would be fine, but he feels they would need to wait until August to see what the funds look like.

 Review and Approval of Current Expense Invoices

Items for follow-up: 

            Short-Term Rental Inspection Fee

Quote on Dent Repair from Steve Hislop

Motion to adjourn by Randall, 2nd by Terry